|
|
| | | In Association with |  |
| | |
|
|
|
Case Management Systems: Questions to Ask
2020 was a monumental year for law firms across Scotland and the world. Largely out of necessity rather than by design, many firms that had for years worked from brick-and-mortar offices made the transition to working fully remotely.
In 2021, as society opens up again, those same firms stand on the precipice of a monumental decision: Should they return to the office full time or do they continue working remotely?
For many firms, neither option feels quite right. While some enjoyed the reduced commute or comfort of working from home, there can also be benefits to working in the office. Thankfully, for those who feel that way, there is a best-of-both worlds option: the hybrid office.
If you’re not familiar with the concept, a hybrid office is one that allows firm staff to work more flexibly. With a hybrid office, legal professionals can:
- Split their working week between in-office work and remote work in a way that suits them, e.g. working from the office three days a week and from home two days a week (or any other combination).
- Work securely and efficiently on the move or while out of the office, e.g. while running errands, commuting, or on the school run.
- Meet clients at their homes or businesses and let you create documents or look up internal case details from your phone or laptop from wherever you are.
If you’re considering adopting a hybrid approach to work, the right case management system can make it easier. Here are five questions, courtesy of Clio, that will help you choose the right one.
1. Cloud-based or server-based?
Many law firms will be used to working from a server-based system, but for ultimate flexibility, cloud-based solutions offer a number of benefits over traditional software options, including:
- the ability to securely access firm information from anywhere – no need to be physically in the office or to transport bulky and expensive equipment home
- automatic software upgrades, eliminating the time, cost, and pain of manual upgrades
- the eliminated cost of hardware maintenance and upgrades, since cloud-based software is hosted on secure, remote servers
Be sure that the management system you choose is truly cloud-based. Some solutions that claim to be cloud-based require you to download software before using it—and that software may only work with certain types of devices, such as PC and not Mac. Some might also not be available to use on your mobile phone.
2. How secure is it?
Do your due diligence to confirm that your vendor is secure. Due to simple economies of scale, cloud-based case management technology is now considered to be more secure than traditional solutions. Cloud-computing vendors have invested aggressively in security infrastructure that is orders of magnitude more secure than what a small to medium-sized law office would be able to invest in to protect on-premise servers.
To make sure you’re choosing a secure cloud-based case management provider, ask lots of questions about security during the evaluation process, such as:
- Is all data encrypted?
- Is the system audited by third parties to ensure security?
- Are there multiple servers to provide geographic redundancy?
The case management system provider you’re speaking to should be able to answer all of those questions easily and in detail. For example, Clio fully outlines how it maintains security of data on its website.
3. What are your peers saying?
Reviews from other lawyers will help you uncover some of the biggest benefits of the software you’re considering (and any potential drawbacks). Explore the testimonials page of vendors and free third-party software review websites such as Capterra. Don’t be afraid to post online, for example asking for advice and tips from your LinkedIn profile. Finally reach out to your representative body to find out what legal technologies they endorse and approve. For example, Clio is an approved supplier of The Law Society of Scotland.
4. What are the costs and how long is the contract?
Make sure you have a clear understanding of all costs associated with the software you’re considering. You should treat your vendor contract just as you would advise a client to treat their contracts. That includes making sure to read the fine print.
Most cloud-based solutions should be able to offer a subscription model that runs on a month-to-month basis and is based on the number of users you have for that month.
Often, there is a discount if you sign up to pay annually and some may even encourage you to sign multi-year contracts with extra incentives.
Always check the terms and conditions with your investment and have an exit strategy in place should things not work out the first time around.
Even if you don’t sign on to a provider for multiple years, some solutions may charge extra for installation, setup, data migrations, maintenance, and even training or support, so be sure to ask about this during the evaluation process.
5. Does it integrate with your current software?
The right case management solution shouldn’t require you to stop using the apps and services you already use. Cloud-based solutions can work seamlessly with other popular programs, so you can keep all your firm's information organised in a central hub without having to enter the same information into multiple apps.
When evaluating software, ask about the platforms you would like to keep using and how they can work with your case management solution. For example, Clio integrates with many of the most used softwares for Scottish lawyers, with over 85 other leading apps and services, including Microsoft Office 365, Zoom, QuickBooks Online, Klyant, NetDocuments, and Amiqus ID.
Whether you return to the office, remain remote, or choose a hybrid of the two, the right case management solution can help you work more efficiently, more cost effectively, and in the way that suits your firm’s needs.
Clio has published a fuller list of questions to ask as well as additional resources, which you can read here.
Or, if you would like to see for yourself how Clio can work for you and your team, book a free demonstration.
Brought to you by Clio, the leader in cloud-based legal technology. Clio provides case management software to over 150,000 law firms around the world and is an approved supplier for Law Society of Scotland members.
Get a free trial of Clio
*no credit card required
| |
| | |
| |
| If you are interested in sponsoring or advertising with Legal Matters Scotland please request an information pack by contacting Dean Wading at [email protected] | | |
|
| | |
| Launched in May 2018, Legal Matters Scotland summarises the daily Scottish media agenda and delivers it in a breakfast news briefing that takes 3 minutes to read but informs you for the rest of the day. | | | For PR teams
If you would like to submit a press release for inclusion, please email [email protected], marking Editor in the subject box.
If you do wish your comments to be considered for publication, please state so. | | | For Advertisers
For sponsorship opportunities please click here.
To find out more about services provided by Early Morning Media please visit our website. | | | | Whilst we maintain editorial neutrality, Legal Matters Scotland also aims to include the tonality of any individual article. We strive to provide as much balance as the day’s media agenda permits. | | | | |
| |
